Student Finder
  • 08 Mar 2022
  • 10 Minutes to read
  • Contributors
  • Dark
    Light
  • PDF

Student Finder

  • Dark
    Light
  • PDF

About Student Finder

Student Finder provides a way to search for populations of students that meet certain criteria.

Extended Training from Webinar Recording


Using Student Finder

Student Finder is available by navigating to Students > Student Finder or by clicking Filters > Students

Filters (Criteria)

Clicking Expand Filters opens a set of boxes that serve as criteria. Additional boxes may be shown by clicking Hide/Show Fields in the upper right. Boxes may also be hidden using this link. The boxes shown will save upon next login. The boxes shown are user specific; a user showing or hiding boxes does not impact other users.

Each filter offers a drop down with a boolean indicator. Criteria may be set in one or more boxes. Boxes with a three-bar menu to the right indicate there are defined options. Clicking the three-bar menu will review the options and allow the user to select them.

  • For text filters the options are starts with, equal to, not equal to, ends with or contains. For example, to return all students with names containing "smi" set Last Name to Contains and enter smi in the criteria box.
  • For numerical filters the options are equals (=), does not equal (<>), greater than  (>), greater than or equal to (>=), less than (<) or less than or equal to (=<). For example, to return students with a cumulative GPAs of less than 2.0, set the CUM GPA operator to < and in the enter 2.0 in the criteria box.
  • Some filters support ranges. For example, to return all students with a cumulative GPA of 2 to 3.00 in the first Cum GPA box choose >= and enter 2. In the second GPA box choose <= and enter 3.
  • Some filters are dependent on others. For example, to use the Single Semester columns (such as single semester GPA or credits taken), you must input a semester in the Single Semester box.
  • Filters may be layered or combined. For example, to show all enrolled students with a cumulative GPA of less than 2.0, set the Degree Status box to =  and enter E. In the Cum GPA box choose < and enter 2.

Result Maximum

Under the filters are two boxes: # of Results and # Per Page. By default the system will return the first 100 results, all on one page. If the expected result set is greater than 100, increase the nmber in # of results to a larger value, up to 5,000. The number of results per page will limit how many results appear on the screen before needing to click the next arrow to see the next batch of results. 

If a result set larger than 5,000 is desired, refer to base reports.

Saved Filters

Criteria may be saved and the finder rerun in the future with the same criteria. A saved filter does not save the resulting population itself, it saves the criteria. The results will be dynamic.

To save the criteria, in the box to the right of the Save Filter As button, enter a name for the saved filter. To allow all users to use the saved filter, check Available For All Users? Click Save Filter As.

To run a saved filter, on the finder page, under All User's Filters or Your Filters choose the saved filter.

Columns (Results) Displayed 

Results of the criteria appear as a grid like table. 

Show additional data elements by clicking the Column Visibility button.

Rearrange columns by clicking and dragging the column to its new location.

Sort by column by clicking the column header.

Caution
Some data elements on the finder results - namely student credits and GPA data - updates overnight. The GPA processor may be triggered manually if the data must be refreshed on demand.

Save Column Arrangement

The results grid, including the visible columns and the column order, may be saved. 

  1. With the results loaded and the columns visible and arranged as desired, click the disk icon
  2. In the Name of Table Configuration box enter a name for the column arrangement
    Tip: To make this the default arrangement, save it as *MY DEFAULT
  3. Optionally check the box  Make Available For All Users to make arrangement visible to all users
  4. Click Save

To launch this column arrangement in the future, after loading results, select it from the drop down

Amount Due

By clicking column visibility there are two columns that may be selected: Amount Due and Actual Cash Balance.

Amount Due assumes that outstanding financial aid will be disbursed. It subtracts the loan origination fee in the student's individual financial aid award. This is different from the billing statement that generates the origination fee based on the date of the student's first disbursement and fees supplied by Campus Cafe. For this reason, there may be differences between the amount due shown on the finder column and the billing statement.

 Actual Cash Balance assumes no outstanding financial aid will be disbursed.

Actions

Actions, such as applying activities or statuses, can be applied in bulk using the action buttons. Permissions control access to some buttons.

Photos 

Permission #955

Click to display photos of the selected students

Send Email

Permissions #951 & 952

A user may email the selected results on the People Finder either by feeding the emails into a local email software client (e.g. Outlook) or by using the Campus Café email client. The client relies on the customer configuring an email relay. In both cases, the system will return and email the email set as preferred.

Caution
Email vendors often set governor limits (caps) on the number of recipients per email or the total number of emails sent within 24 hours. Campus Café relies on the customer’s email provider so questions should be directed to the email provider.

Emailing using local client

  1. Select by checking the Selected checkbox the results you wish to email
  2. Click the Email button
  3. Click For Page Default or For All Default
  4. Your locally installed email client will open and the emails will appear in the BCC line.
  5. Compose and send the email as normal

Emailing using Campus Café 

Ensure pop ups are allowed for Campus Café.

  1. Select by checking the Selected checkbox the results you wish to email
  2. Click the Email button
  3. Click For Page Client or For All Client
  4. A pop up will appear
  5. Compose the email
  6. Click send

Send Text Message

Permission #1092

This feature requires the customer to procure a third-party contract with Message Media. Once enabled and configured a user with appropriate security may send a text message from the finder. Refer to the separate text messaging documentation for setup and detailed directions. It is recommended that the text include the name of the institution and/or sender to help the recipient identify the source of the text.

  1. Click Text
  2. User will be brought to the texting screen
  3. In the Member: Template Name, select an activity tracking template
  4. Optionally set additional criteria
  5. In the message box, compose the text message
  6. Click Submit
  7. Wait until the system completes sending the message. Only users with valid mobile (MBL) phone numbers can receive a text message.

Download Results

Permission #954

The download option allows downloading the results with additional data elements not shown in the results grid.

  1. Click the Download icon
  2. Check the data elements to download
  3. Click Apply
  4. Click the Download button
  5. Choose For All to download all results or For Page to download the results on the shown page

Please note the file will download as a .tab file. This type of file may be opened in Excel:

  1. Open Excel
  2. Navigate to File > Open
  3. Click Browse
  4. To the right of the File name box, select All Files (*.*) from the drop down
  5. Select your file
  6. Under Original data type, select Delimited
  7. Click Next
  8. Under Delimiters, check only Tab
  9. Click Next
  10. Click Finish

Add Activity tracking (sending personalized emails/letters)

Permission #953

Caution
Activities that contain text message workflows should not be initiated though this button. While the activity will be associated with the individuals, the text message will not send. To send texts, use the Text action button.

This function allows the user to add a batch of items to the activity tracking system based on the people selected in the grid. For example, the user may wish to add a phone reminder to call the 10 people on list in 10 days.

This process relies on an administrator configuring activity items. For example, a school may pre-configure a form called PHONE10 that will contain a phone reminder that will be due in 10 days.

Leverage pre-existing activity or workflow

Follow these directions if the activity does not involve sending an email or if the activity is pre-configured with an associated workflow that sends an email.

  1. Select by checking the Selected checkbox the results you wish to add activity to
  2. Click Add Activity
  3. Choose Add for All or Add for Page
  4. In the Member: Template Name, select an activity tracking template
  5. Optionally tie the activity to a specific semester. This might be useful if the activity relates to a specific class in a specific semester or financial aid for a specific semester.
  6. In the Add Only For These People box you can choose whether to send the message to everyone selected, only those that do not have the activity tracking item or only those that do not have the item for the set semester.
  7. Optionally add a comment
  8. Optionally assign a user
  9. Optionally add a long comment
  10. Click Submit

Fees

Permission #1135

This function allows the user to add a batch of fees to the selected students.

  1. Select by checking the Selected checkbox the results you wish to add fee to
  2. Click Add Fees
  3. Choose Add for All or Add for Page
  4. Select by checking the Selected checkbox the results you wish to add activity to
  5. In the Billing Semester drop down choose the semester in which to apply the charge
  6. In the Transaction Code drop down choose the type of charge
  7. In the Charge Frequency drop down optionally choose the rule for the charge
  8. In the Billing Amount enter the amount of the charge
  9. Click Submit

To F/A Disbursements

Permission #984

Clicking this will move the selected student IDs to the F/A Disbursement page and open that screen.

To F/A Packaging

Permission #1142

Clicking this will move the selected student IDs to the F/A Packaging page and open that screen.

Degree Audits

Permission #2014

Clicking this will produce degree audits for the selected students. It also optionally prepares the data for the reverse degree audit.

Export IDs to Reports

Permission: Always visible

The selected student IDs will be loaded for use in base reports.

Enroll

Permission #1127

Clicking this will launch the batch registration process to register the selected students in one or more classes.

Update Advisors

Permission #1262

Clicking this will launch the Batch Update Advisor tool to set a specific advisor to the selected students.

Create Alumni

Permission #1179

Clicking this allows the changing of degree status in batch. For example, you can confer a group of students. The changes will apply to the individual's current degree row.

Caution
Using this function will add the selected users to the Alumni module regardless of the status chosen. For example, setting all selected students' degree status to W (withdrawn) will mark them as withdrawn and move them to the alumni module.

Holds

Permission #673

Clicking this allows the batch placement or removal of holds on the selected students.

Status

Permission #574

Clicking this allows the batch association of semester status histories on the selected students. For example, Dean's List or academic probation.

Reports

Permission: Always visible

Clicking this button allows the running of attendance reports or student progress report. Printing Student Schedules in a batch can also be printed using this action.

Activities

Permission #956

Clicking this will move the selected student IDs to the Activity Tracking page and open that screen. This will allow you to search for activities associated with any of these students. For example, you may wish to search for all transcripts or application materials.

Enroll Listing

Permission: Always visible provided specific criteria is selected

Important
This button only appears if the Course Semester filter contains a semester.

Clicking this button opens a new screen that lists all the individual class enrollments for the inputted course semester for the selected students. Each class appears once per line and includes the student's name, student's ID, semester, course number and section, course title, course site, course credits, course grades, study (degree) level, billing site, the student's last day of attendance, the student's withdrawal date and information about when the enrollment record was created and last updated. The student's primary academic advisor is also listed.

The start and end dates shown depend on how custom control SHOWCRSDAT is configured. 

  • If set to Y the Start and End dates shown represent the course start and end dates unless the student has an override start or end date set on the enrollment detail for that course then the override date is shown.
  • If set to N the Start and End dates will be blank unless the student has an override start or end date set on the enrollment detail for that course in which case the override date is shown.

Advisor Mode

Clicking this button will allow the user to enter advisor mode and approve students to register if the advisor mode is configured. See related documentation on how to approve students.

Billing Rule

Permission #2018

Clicking this button will allow the user to associate a student-specific billing rule code with a group of students. See related documentation



Was this article helpful?

What's Next